Student Services Job Family Study New Structure and Implementation Employee Information Session March 6 and 9, 2015

HumanResourcesOffice of

Student Services Job Family StudyNew Structure and Implementation

Employee Information SessionMarch 6 and 9, 2015


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Agenda

• Project Overview and Objectives• Student Services Job Family Definition• Project Process • Classification and Salary Structures• Project Timelines• Salary and Benefit Impact• Q&A


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Job Classification Redesign

Goal: Create and implement a classification system that provides:• managers and employees transparent career paths,• a classification structure that provides clarity and

ease of administration, • optimal utilization of payroll dollars, and • the ability to attract, engage, and retain high

performing employees.

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Job Family Study Overview

• University-wide initiative – aligned with University’s vision and Operational

Excellence• Civil Service and P&A positions on all five campuses• 18 total job families; 15 are complete • Working in partnership with Sibson Consulting• Collaborative approach focused on communication and

consensus-building• Anticipated completion in Spring 2015


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Student Services Job Family Definition

The student services job family includes graduate and undergraduate instruction and activities related to student academic life at the University; and with the physical, social, cultural, and psychological well-being of students.

• Academic Programming and Advising: Enhance academic success of students through curriculum planning, advising on program policies and issues, developing and implementing academic support programs, etc.

• Career Planning and Placement: Plan, develop and implement programs, activities and counseling services for career development including job placement, interview preparation, conducting resume review and on-campus interviewing, etc.

• Residential Life and Student Programs and Services: Provide social and adjustment programming including community involvement, student exchange, orientation, minority student affairs, student group management, campus housing, Greek house advising, student unions, etc.


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Student Services Family Definition cont’d

• Recruitment and Admissions: Provide services related to recruitment, admissions, and retention of student enrollment. Included is recruitment, evaluation and participation in the selection of candidates for admission; developing and maintaining liaison relationships with organizations and individuals involved in the admissions process; developing and delivering public presentations to promote the University; and advising applicants and parents about educational planning.

• Student Finance: Provide financial student services including analysis of students’ level of need and eligibility for financial aid; interpreting financial aid regulations; analyzing student data from multiple sources; implementing procedures to ensure regulatory compliance and accurate delivery of financial aid and student billing information; and advising students on financial aid matters and promoting financial wellbeing.

• Registration and Records: Provide registration planning and implementation services and management of student records. Implement and enforce instructional, professional, and legal standards and regulations related to academic records.


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Project Stakeholders

Advisory Team Focus Groups Steering Team Individual Employees

Parties Include

• Project Sponsor• HR in the Unit• HR Consultants• Functional Team

Members• Class & Comp Staff• Sibson

Consultants

Subject Matter Experts

Operational Excellence Team

Employees with Manager Guidance (as interviewees and focus group participants)

Role Develop job family definitions, assign placements, and conduct competitive compensation assessment

Review initial job family definition and career ladder documentation

Helps to ensure project success and provide final approval of key deliverables

Complete position description documentation


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Job Family Collaboration

Advisory Team

• Robert McMaster• Danita Brown Young• Brenda Herzig• Carl Brandt• Heidi Meyer• Julie Selander• Karen Starry• Kate Maple

• Lasamy Mila• Laurie Scheich• LeeAnn Melin• Maggie Towle• Megan Sweet• Molly Portz• Steve Carnes• Katie Stuckert


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• Alisa Eland• Audra Gerlach• Barbara Anderson• Barbara Kappler• Becky Hall• Beth Isensee• Beth Lingren Clark• Beth Lory• Bill Ganzlin• BJ Titus• Brad Stepan

• Brook Blahnik• Bryan Herrmann• Carol Francis• Carol Sundberg• Carrie Otto• Char Klarquist• Chelsea Petree• Chris Schlichting• Christen

Christopherson• Claudia Melo• Dean Tsantir

• Deb Pusari• Dianne Danov• Donna Johnson• Erik Dussault• Frederic MacDonald-

Dennis• Gary Cooper• Gary Willhite• Heidi Meyer• Jan O’Brien• Jenni Peterson

Focus Group Members (invited)


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• Jennifer Koontz

• Jenny Mealey

• Jeremy Leiferman

• Jeremy Todd

• Joe Maple

• Karen Nelson

• Keri Risic

• Keyana Scales

• Kimberly Hindbjorgen

• Kyle Dukart

• Laurie McLaughlin

• Les Opatz

• Lisa Hubinger

• Lynn Holleran

• Mary Vincent

• Matt Levine

• Meaghan Thul

• Michael Huyen

• Michelle Koker

• Mindy Deardurff

• Nikki Letawsky Shultz

• Olga Wozniak

• Parry Telander

• Patricia Jones Whyte

• Patrick McCarthy

• Paul Spangle

• Paul Timmins

Focus Group Members cont’d (invited)


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• Sara Johnson• Sara Nagel Newberg• Sarah Groskreutz• Sheila Collins• Stacey Tidball• Stephanie Haddad• Steven Cisneros• Susan Kubitschek• Susan Stubblefield• T.J. Ross

• Teresa Fruen• Terry Rafferty• Tom Fitzgerald• Tracie Thomas-Card• Wachen Anderson• Interviews:

– Martha Johnson– Rachelle Hernandez– Susan Van Voorhis

Focus Group Members cont’d(invited)


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• Paul Treuer• Brenda Herzig• Becky Christy• Carly Moritz• Gerry Pepper• Ian Pannkuk• Lisa Reeves• Mary Keenan

• Curt Albertson• Joseph Grant• Jeni Eltink• Jeremy Leiferman• Julie Westlund• Penny Morton• Paula Rossi

Focus Group Members - Duluth(invited)


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Colleges and Administrative Units Represented

• Undergrad Ed • Student Affairs• Equity and

Diversity• Auxiliary Services• GPS Alliance• Humphrey School• Law School

• Carlson School• Biological Sciences • Continuing Ed• Design• Ed & Human Dev• CFANS• Science and Engr• Liberal Arts

• AHC –Dentistry, Medical School, Nursing, Pharmacy, Public Health, Vet Med

• UM Duluth• UM Morris• UM Crookston• UM Rochester


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Role Requirements Accountability

· Operational Activity

· Decision-making Authority

· Operational Knowledge

· Education and Experience

· Management Experience

· Technical Capabilities

· Industry Knowledge

· Planning Horizon

· Influence on Institution

· Scope of Measurable Effect

· Problems Solved

How Jobs are Mapped to the Structure


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Steps to Develop a Structure

Market PricingJob Descriptions Salary Structure

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3

4

5

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7

8

9

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$ $$$


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Salary Structure Design

• Reviewed salary survey reports from industry leaders (CUPA, EduComp, Kenexa CompAnalyst)

• Factors Considered:– Higher education– Minneapolis metro area (for-profit and not-for-profit

companies and government)– If specific cuts not available, looked at broader

regional or national data


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University StructureUniversity Level

SVP / VP – outside studyAVP – outside study

Director 2Director 1

Manager 3 Individual Contributor 3Manager 2 Individual Contributor 2Manager 1 Individual Contributor 1

Supervisor 4 Professional 4



Professional 1

Labor Represented Positions (not included in study)


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Student Services: Before Management & Supervisory

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Min Max Min MaxManagement 0600 Administrative Director $42,245 $75,046 9334 Director Campus/College Level $35,418

0601 Senior Administrative Director $46,987 $83,346 9335 Associate Director Cmp/Col $35,4180620 Asst Dir, Student Support Svc $43,722 $77,771 9336 Assistant Director Cmp/Col $35,418

9337 Departmental Director $35,4189338 Associate Department Director $35,4189339 Assistant Department Director $35,4189340 Program Director $35,4189341 Associate Program Director $35,4189342 Assistant Program Director $35,418

Supervisory 7077 Senior Office Supervisor $37,128 $64,3347185 Exec Student Personnel Worker $42,245 $75,0467201 Associate Administrator $38,043 $65,9367205 Executive Assistant7206 Administrative Professional7208 Program Associate $34,278 $59,1557261 Student Support Services Assoc $38,043 $65,9367264 Student Services Supervisor $33,176 $57,3467315 Community Program Specialist7460 Student Personnel Worker $33,176 $57,3467461 Prin Student Personnel Worker $36,712 $63,5237824 Office Supervisor $33,176 $57,3877834 Executive Secretary $36,130 $62,608

Civil Service Class and Salary Range P&A Class and Salary Range

Rate ArrangedRate Arranged

Rate Arranged

many classifications - imprecise differentiation - incomplete salary ranges


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Student Services: Before Individual Contributor

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Individual Contributor 8201 Associate Administrator $38,043 $65,936 9352 Associate To $35,4188202 Housing Specialist $32,011 $55,120 9353 Assistant To $35,4188205 Executive Assistant 9354 Coordinator $35,4188206 Administrative Professional 9365 Special Project Associate $35,4188208 Program Associate $34,278 $59,155 9371 Analyst $35,4188260 Student Support Services Asst $32,011 $55,120 9705 Counselor $35,4188261 Student Support Services Assoc $38,043 $65,936 9705CC Career Counselor $35,4188442 Communications Associate $31,782 $55,598 9705SC Senior Career Counselor $35,4188445 Communications Specialist $37,835 $66,206 9706 Assistant Counselor $35,4188460 Student Personnel Worker $33,176 $57,346 9707 Senior Academic Advisor $35,4188461 Prin Student Personnel Worker $36,712 $63,523 9708 Associate Academic Advisor $35,4188463 Student Personnel Coordinator $33,176 $57,346 9709 Assistant Academic Advisor $35,4188475 Alumni Relations Associate $32,126 $56,375 9711 Associate Counselor $35,418

9729 Continuing Educ Specialist $35,4189730 Assoc Continuing Educ Spec $35,4189745 Education Specialist $35,4189746 Associate Education Specialist $35,4189747 Assistant Education Specialist $35,418

Rate ArrangedRate Arranged

Civil Service Class and Salary Range P&A Class and Salary Range

many classifications - imprecise differentiation - incomplete salary ranges


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Two Classification/Compensation Structures:1. Student Services (non-residential life)

a. Student Services - General b. Student Financec. One Stop d. Academic Advisinge. Career Counselingf. Admissions

2. Residential life

Student Services: After


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Student Services Structure - General


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Student Services Structure – Residential Life


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EE Group

FLSA

Job Family Level Min Mid Max

P & A

Exempt

SVP / VP

AVP

Student Services Director 2 $101,600 $139,700 $177,800


Student Services Mgr 3

Student Services Program Spec 3 $70,500 $97,000 $123,400





N/A

Student Services Professional 3 $38,700 $53,200 $67,700

CS

Non-Exempt



Student Services- General


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EE

Group

FLSA


P & A

Exempt

SVP / VP

AVP



Student Services Mgr 3 Student Services Program Spec 3 $70,500 $97,000 $123,400

Student Services Mgr2 Student Services Program Spec 2 $58,800 $80,800 $102,900


N/A

Student Finance Counselor 3 $38,700 $53,200 $67,700

CivilService

Non-

Exempt

Student Finance Counselor 2 $35,200 $48,400 $61,600

Student Finance Counselor1 $32,000 $44,000 $56,000

Student Services- Student Finance


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EE

Group

FLSA


P & A

Exempt

SVP / VP

AVP






N/A

One Stop Counselor, Senior $38,700 $53,200 $67,700

CivilService

Non-

Exempt

One Stop Counselor $35,200 $48,400 $61,600

N/A

Student Services- One Stop


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EE

Group

FLSA


P & A

Exempt

SVP / VP

AVP






Academic Advisor, Senior $42,500 $58,500 $74,400

Academic Advisor $38,700 $53,200 $67,700

CivilService

Non-

Exempt

N/A

N/A

Student Services- Academic Advising


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EE Group

FLSA


P & A

Exempt

SVP / VP

AVP









Career Counselor, Senior $42,500 $58,500 $74,400

Career Counselor $38,700 $53,200 $67,700

CivilService

Non-Exempt

N/A

N/A

Student Services- Career Counseling


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EE

Group

FLSA


P & A

Exempt

SVP / VP

AVP






N/A

Admissions Counselor, Senior $38,700 $53,200 $67,700

Admissions Counselor $35,200 $48,400 $61,600

CSNon-Exempt

Admissions Associate $32,000 $44,000 $56,000

Student Services- Admissions


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EE

Group

FLSA


P & A

Exempt

SVP / VP

AVP

N/A

N/A

Residential Life Manager 3 $53,900 $72,800 $91,600



Residential Life Professional 4 $31,300 $42,200 $53,200

N/A

Residential Life Professional 2 $23,660 $31,941 $40,200

CSNon-Exempt

N/A

Student Services- Residential Life


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Implementation Key Dates and Events

• February 26– Employees receive individual results letters– Start of appeal period– Round 2 begins

• March 6 & 9 – Employee Information sessions

• March 19– Employee deadline for appeals– Round 2 deadline for position descriptions

• April 23– Notification of appeal and round 2 results


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Implementation Key Dates and Events

• Effective date of new job family structure TBD– Employees will receive notice of the effective date, when

determined

– All study results will be held until the effective date, including movement to B.U. and other job families

– Employees with an option to choose their employee group will receive directions for communicating their choice (online form to complete).

– Salary increases (if applicable) will be effective on that day, back pay not awarded

– Annual merit pay increases are separate from this process


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Appeal Process 1. Employee discusses classification result concerns with

supervisor2. If the supervisor, in discussion with their unit HR Office,

supports an appeal, the employee submits the appeal form (with documentation and supervisor signature) to their unit HR office

3. Unit HR Office reviews and submits appeal information by the deadline of March 19

4. Appeal panel of subject matter experts reviews5. Appeal results communicated on/before April 23

Appeal process information found at z.umn.edu/jobfamilies


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Employee Salary Impact

• 879 positions were reviewed – Excluding resigned or positions moved to other job

families to be studied • 74 employees are outside of the new range

– For those below range minimum: Salary brought to the range minimum on the effective date

– For those above the range maximum: Salary frozen for 3 years or until the range catches up to the salary. If still above the range after 3 years, salary will be adjusted to the top of the range.


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• Non-exempt positions are not exempt from the overtime pay requirements of the FLSA. -Employees are paid overtime if they work over 40 hours in a

work week. -Advanced supervisor approval of OT is required

• Exempt positions do not require overtime pay by law-UMN civil service rules currently provides OT pay or V class.

Fair Labor Standards Act: http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa/index.html#generalflsainfo

Fair Labor Standards Act (FLSA)Exemption Status

http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa/index.html





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Positions that Change Employee Group

• All non-exempt positions are civil service or bargaining unit.• Exempt employees have the option to stay in their current

employee group. – If an employee elects to change employee groups, they may have

benefits changes. – Note: Employees who have already exercised their (one time)

option to remain in or change their retirement plan do NOT have another option. (per Faculty Retirement Plan)

• OHR Benefits staff are available to assist these employees in reviewing their options.

• Handout information describing benefit differences is available today and on the web site.*


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Job Family Study Results

• Total number of positions reviewed: 879

• Distribution by employee group• Civil Service:195• P&A: 643• Labor Represented: 41

• Distribution by type of moves• Civil Service to Civil Service: 161• Civil Service to P&A: 85• P&A to Civil Service: 34• P&A to P&A: 558• Civil Service to Labor Represented: 39• P&A to Labor Represented: 2


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Job Family Study Results cont’d

• Impact on Salary – No impact: 805– Below the range minimum: 36– Above the range maximum: 38

• Some positions moved to other job families


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Additional Information

• Project Website with Q&A z.umn.edu/jobfamilies

• Civil Service Employee Rules http://www1.umn.edu/ohr/policies/governing/civilrules/.

• Administrative Policy for Appointments of Academic Professional and Administrative Employees http://www.policy.umn.edu/Policies/hr/Hiring/APPOINTPA.html

• Employee Benefits website http://www1.umn.edu/ohr/benefits/index.html

Contact Unit Human Resources orcall 4-UOHR (612-624-8647)

http://www.z.umn.edu/jobfamilies

http://www.z.umn.edu/jobfamilies

http://www1.umn.edu/ohr/policies/governing/civilrules/

http://www.policy.umn.edu/Policies/hr/Hiring/APPOINTPA.html

http://www1.umn.edu/ohr/benefits/index.html


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Employee Benefits Resources

• Employee Benefits: www.umn.edu/ohr/benefits

• Academic Disability Program: www.umn.edu/ohr/benefits/disability/academic/index.html

• Vacation and Leave: www.umn.edu/ohr/benefits/leaves/vacation/index.html

• Minnesota State Retirement Plan: www.msrs.state.mn.us or www.umn.edu/ohr/benefits/events/index.html#msrs

• Faculty Retirement Plan (P&A): www.umn.edu/ohr/benefits/retiresave/frp/index.html

Questions? Contact Employee Benefits at 4-UOHR (612-624-8647) or [email protected]

http://www.umn.edu/ohr/benefits

http://www.umn.edu/ohr/benefits/disability/academic/index.html

https://www1.umn.edu/ohr/benefits/leaves/vacation/index.html

http://www.msrs.state.mn.us/

http://www.umn.edu/ohr/benefits/events/index.html

http://www.umn.edu/ohr/benefits/retiresave/frp/index.html

mailto:[email protected]


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Thank you!Questions?

Documents

Student Services Job Family Study New Structure and Implementation Employee Information Session March 6 and 9, 2015